1. 1. Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by Julia Eichhorst, January 15, 2020 at 5:35pm
      Present – Board members present: Julia Eichhorst, Sheila Ritter, Crystal Trout, Sarah Britton, Marie Riggs and Herman Zuber
      Absent – Board member absent: Dan Zuber
      Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper
   2. Recognition of Visitors and Public Comments
      N/A
   3. Secretary’s Report and Approval of Previous Minutes
      The minutes of the December 10, 2019 meeting were reviewed. One change was noted on page 2. The 2nd paragraph should say “rate from $30”, not “rate from $35” as written. Herman Zuber made a motion to approve the minutes with the correction. Sheila Ritter seconded the motion. Measure carried.
   4. Treasurer’s Report & Approval of Bills Payable
      The December 2019 treasurer’s reports and bills payable were reviewed. Herman Zuber made a motion to approve the report and payables. Sheila Ritter seconded the motion. Measure carried.

      Sheila Ritter made a motion to open the current budget to add the $2500 grant from Carrie Winters to revenue and approve an expense line for Carrie Winters Books for the same, also to add the $3155 refund from Clearwave to revenue and approve it to be spent as miscellaneous expense.

   5. Committee Reports
      Finance Committee –Lisa and Brittany have begun work on the 2020/21 budget factoring in the minimum wage increases that will take effect during the time period. After a budget draft has been made, Brittany will schedule a meeting with the finance committee for review.
      Personnel Committee –Brittany submitted her 2020 goals to chairperson Herman Zuber for the committee to review. The personnel committee will meet soon to review those and discuss other issues.
      Policy/Bylaws Committee-No report
      Building/Grounds Committee- No report
      Public Relations/Marketing Committee-No report
      Technology Committee-No report
      Planning Committee-No report
   6. Friends of the Library–No report
   7. Librarian’s Report
      Brittany Bass presented a thorough written report to the trustees. Brittany included a written dress code and a cell phone policy which are now in place for library employees.
   8. Correspondence/Communication/Public Relations
      N/A
   9. Old Business

      New Board Members – The board discussed potential residents to recommend to Mayor Lambird for trustee appointment. Brittany is going to contact the Mayor and hopefully the appointments can be made before the February meeting.

      Julia Eichhorst submitted tentative committee assignments for 2020. There will be committee revisions made when new board members are appointed by the mayor.

   10. New Business

       Multipurpose Room Rental Fee – Herman Zuber made a motion to charge a minimum of $50 to City of Olney residents for the use of the multipurpose room and rental fee of $75 for non-residents. Sheila Ritter seconded the motion. Measure carried. “Residents” will include anyone who pays City of Olney property taxes and qualifies for a free library card. The library policy manual (page 4) will be updated to reflect this change. Brittany will also create a form for room rental which will be used moving forward.

       Sick Time Policy – Brittany presented the current policy from the personnel manual for the trustees to review. The personnel committee will discuss the information at their next meeting and make a recommendation to the board.

       Butler Street Sign – Brittany is obtaining quotes for a library sign to be placed at the Butler Street entrance. The board recommended the sign also be lighted.

   11. Executive Session – N/A
   12. Adjournment – Sarah Britton made a motion to adjourn. Marie Riggs seconded the motion. Measure carried. Meeting was adjourned at 6:40pm.

Minutes submitted by Crystal Trout

1. 1. Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by Julia Eichhorst, October 8, 2019 at 5:30pm.
      Present – Julia Eichhorst, Sheila Ritter, Crystal Trout, Sarah Britton, Marie Riggs, Dan Zuber, Herman Zuber
      Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper
   2. Recognition of Visitors and Public Comments
      N/A
   3. Secretary’s Report and Approval of Previous Minutes
      The minutes of the September 10, 2019 meeting were reviewed. Herman Zuber made a motion to approve the minutes. Sheila Ritter seconded the motion. Measure carried.
   4. Treasurer’s Report & Approval of Bills Payable
      The September 2019 treasurer’s report was reviewed. Dan Zuber made a motion to approve the report. Herman Zuber seconded the motion. Motion carried. One additional check was presented for Baker & Taylor for $640.28 for books. Sheila Ritter made a motion to approve the additional payable. Sarah Britton seconded the motion. Motion carried.
   5. Committee Reports
      Finance Committee –No report
      Personnel Committee –No report
      Policy/Bylaws Committee-No report
      Building/Grounds Committee- No report
      Public Relations/Marketing Committee-No report
      Technology Committee-No report
      Planning Committee-No report
   6. Friends of the LibraryFriends of the Library’s book sale is this Friday and Saturday. Eleven volunteers met to sort books today and will meet again tomorrow to finish the project. Brittany shared the write-ups in both the Olney Daily Mail and Olney Gazette about the Friends and the new sign.
   7. Librarian’s Report
      Brittany Bass presented a thorough written report to the trustees.Additionally, Brittany has ordered 50 library yard signs that can be purchased by patrons. The signs are a great marketing piece for the library. The board discussed the multiple programs and author visits that have been taking place at the library which have been extremely well attended.

      Brittany noted that the library will be closed on November 7^th so staff members can attend training. Brittany will publish the closure in advance by all available means.

      The lighting around the building has been installed by Scheutz Companies and the new pole lights are on order and will be installed upon arrival.

   8. Correspondence/Communication/Public Relations
      N/A
   9. Old BusinessNew Board Members – Brittany has sent a letter to the mayor regarding our new term limit policy and has also sent him the resignation letters of Charlotte Bruce and Charles Roberts. Brittany asked Mayor Lambird to fill the open positions as soon as possible, and she will follow up with him this week to see if any progress has been made.
   10. New BusinessLong Range Plan Progress Report – Brittany would like our current 5-year plan to include more details. She is going to review the plan with the planning committee and revise to more closely reflect the format of 5-year plans she has researched from other libraries.

       Library Policies and Bylaws – Brittany expressed concern over verbiage in our current personnel manual and is going to research the issue further. Brittany will follow up with the policy/bylaws committee. Brittany noted that there is an HR service that helps libraries write personnel policies, and she is going to check further into that service. Brittany also suggested that the trustees consider paid holidays of OPL be the same as that of Olney City Hall. She is going to research it further and present information at the November meeting.

       Brittany has also been reviewing other policies in the manual and will bring the trustees suggestions as she sees fit.

   11. Executive Session – N/A
   12. Adjournment – Sarah Britton made a motion to adjourn. Meeting was adjourned at 6:10pm.

Minutes submitted by Crystal Trout

1. Call to Order – Roll CallThe monthly meeting of the Olney Public Library Board of Trustees was called to order by President Charles Roberts, July 9, 2019 at 5:30pm.

   Present – Board members present included Charles Roberts, Charlotte Bruce, Crystal Trout, Sarah Britton, Julia Eichhorst, Marie Riggs, Sheila Ritter, Herman Zuber and Dan Zuber

   Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper

2. Recognition of Visitors and Public Comments
   No visitors were present
3. Secretary’s Report and Approval of Previous MinutesThe minutes of the June 11, 2019 meeting were reviewed. Sarah Britton made a motion to approve the minutes. Charlotte Bruce seconded the motion. Measure carried.
4. Treasurer’s Report & Approval of Bills PayableThe June 2019 treasurer’s report was reviewed. One additional check was presented for Richland Heritage Museum for $40. Herman Zuber made a motion to approve the report and payables. Julia Eichhorst seconded the motion. Motion carried.
5. Committee ReportsFinance Committee –No report

   Personnel Committee –No report

   Policy/Bylaws Committee-The committee is going to meet in July at Brittany’s request to discuss policy issues. Charlotte presented the current collection plan (p14-15 of OPL policy manual) and no changes were needed.

   Building/Grounds Committee- No report

   Public Relations/Marketing Committee-No report

   Technology Committee-No report

   Planning Committee-No report

6. Friends of the LibraryFriends of the Library’s next meeting will be September 16^th at 5:00 pm at OPL. They will be working on the upcoming book sale to be held October 11-12. Volunteers are needed for book sorting.

   The Friends of the Library presented a revised version of the Memorandum of Understanding presented to them in October 2017 by the trustees. They made changes to the memorandum for review by the trustees. Parts of the revisions were not compliant with the wishes of the whole of the trustees. The memorandum will be taken up again at the August meeting of the trustees.

7. Librarian’s ReportBrittany Bass presented a thorough written report to the trustees.

   Brittany reported that OPL has received a $5000 grant from WalMart D.C. to help cover costs of programs and miscellaneous needs of the library. A motion was made by Julia Eichhorst to open the budget and add the $5000 grant line and that the money can be spent for general or miscellaneous library expenses. Charlotte Bruce seconded the motion. Motion carried.

8. Correspondence/Communication/Public Relations – Nothing to report.
9. Old BusinessCommittee assignments will be assigned by the new president who will be elected under new business.
10. New BusinessThe nominating committee reported nominations for officers and suggestions to be given to the mayor for new trustees.

    A motion was presented to elect Sheila Ritter as Treasurer and Crystal Trout as Secretary by Crystal Trout. Motion was seconded by Herman Zuber and carried unanimously. A vote was held and Julia Eichhorst was elected President and Charlotte Bruce Vice-President by a 4-3 margin.

    The list of suggested trustees will be given to the Mayor for his review.

    Brittany will email the trustees statistics from the IPLAR. A hard copy can be made available upon request.

11. Executive Session – N/A
12. Adjournment – Sarah Britton made a motion to adjourn. Meeting was adjourned at 6:30pm.

Minutes submitted by Crystal Trout

1. Call to Order – Roll Call
   The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Charles Roberts, June 11, 2019 at 5:30pm.
   Present – Board members present included Charles Roberts, Charlotte Bruce, Crystal Trout, Sarah Britton, Julia Eichhorst, Sheila Ritter, and Dan Zuber
   Absent – Marie Riggs and Herman Zuber
   Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper
2. Recognition of Visitors and Public Comments
   No visitors were present
3. Secretary’s Report and Approval of Previous Minutes
   The minutes of the May 14, 2019 meeting were reviewed. Sarah Britton made a motion to approve the minutes. Julia Eichhorst seconded the motion. Measure carried.
4. Treasurer’s Report & Approval of Bills Payable
   The May 2019 treasurer’s report was reviewed. Additional checks were presented for Fred & Kitty Mooney-$225.00, Jill Thatcher-$350.00 and V.G. Myers-$300.00, all of which are for summer children’s programming. Sheila Ritter made a motion to approve the report and payables. Julia Eichhorst seconded the motion. Motion carried.Lisa Boehl presented CD rates from local banks as per the Trustees request. A motion was made by Sheila Ritter to invest $50,000 of the special account funds currently in a MMA at a rate of 2.5% for 60 months with First National Bank pending an investigation of withdrawal penalties, and that if penalties are higher at FNB, the CD will be taken at Citizens Bank at the same rate for 60 months. Julia Eichhorst seconded the motion. Motion carried.
5. Committee Reports
   Finance Committee –No report
   Personnel Committee –No report
   Policy/Bylaws Committee-The committee is going to meet in the next month at Brittany’s request to discuss policy issues she learned of at the Director’s University. Charlotte also suggested the committee needs to review the current collection plan.
   Building/Grounds Committee- No report
   Public Relations/Marketing Committee-No report
   Technology Committee-No report
   Planning Committee-No report
6. Friends of the Library
   Friends of the library will meet on June 17, at 5pm at OPL to discuss the memorandum of understanding. They will also be discussing the upcoming book sale. The Friends have submitted a check for $22,000 to THAM for the sign.
7. Librarian’s Report
   Brittany Bass presented a thorough written report to the trustees. She recently attended the Director’s University in Springfield and found the event incredibly useful.
8. Correspondence/Communication/Public Relations – The OPL received word that we have been granted $4,000 from Carrie Winters for children’s programming.
9. Old Business
   Trustee Term Limits – A motion was made by Sheila Ritter to accept the following policy change regarding terms of office. “A trustee’s term of office shall begin following the meeting at which he/she is appointed and shall continue for three years and until his/her successor is elected and takes office. The terms shall be staggered so that the terms of one-third of the trustees will expire each year. A trustee may not serve for more than two full consecutive terms. However, a former trustee may serve again after a one-year absence from the board and, in order to ensure continuity of leadership, the board may waive the term limit for a trustee who holds a strategic position or is working on a special assignment.” Motion was seconded by Sarah Britton. Motion passed.
10. New Business
    Committee Assignments/Board Officers/New Board Members – A nominating committee of Sarah Britton, Crystal Trout and Julia Eichhorst will meet to propose an officer slate and to brainstorm potential new board members to present to Mayor Lambird. The committee will report at the July meeting.Final budget for 2019/2020 was presented. Sheila Ritter made a motion to accept the budget as presented. Charlotte Bruce seconded the motion. Chuck Roberts asked for a role- call vote. All members present voted yes to accept the budget. Motion carried.
11. Executive Session – N/A
12. Adjournment – Sarah Britton made a motion to adjourn. Julia Eichhorst seconded the motion. Meeting was adjourned at 6:30pm

Minutes submitted by Crystal Trout